Job Summary The Executive Assistant will provide high-level administrative support to Managing Directors and the Firmwide AI team. This role is pivotal in ensuring smooth day-to-day operations by managing complex calendars, coordinating meetings, preparing materials, and handling communications on behalf of senior leadership. The Executive Assistant will act as a liaison between internal teams and external stakeholders, representing the executives in a professional and efficient manner.
Key Responsibilities - Manage and maintain schedules, calendars, and appointments for Managing Directors and the AI team.
- Coordinate and schedule meetings, including arranging logistics, preparing agendas, and taking meeting minutes when required.
- Handle email and written correspondence with discretion and professionalism.
- Prepare presentations, reports, and other documents for internal and external use.
- Make domestic and international travel arrangements, including itineraries and accommodations.
- Maintain accurate records and filing systems (digital and physical as needed).
- Serve as a point of contact between executives and both internal staff and external partners.
- Ensure confidentiality and integrity in handling sensitive information.
- Assist with special projects and other administrative tasks as needed.
Required Qualifications - Proven experience as an Executive Assistant or in a similar high-level administrative role.
- Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
- Ability to exercise discretion and maintain confidentiality.
- Detail-oriented with strong problem-solving skills.
Preferred Qualifications - Experience supporting multiple executives in a fast-paced, professional environment.
- Familiarity with AI, tech, or financial services industries is a plus.
- Bachelor's degree or equivalent combination of education and experience.
Certifications (if any) - Administrative Professional Certification (CAP) or similar is a plus, but not required.
Certification: Administrative Professional Certification